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OSM Pro User Manual

1. 37 8 1 Management 37 8 1 1 Trucks 37 8 1 2 Trailers 37 9 Human Resources 38 9 1 Management 38 9 1 1 Employees 38 9 1 2 Crews 38 10 Administration 39 10 1 Management
2. 16 6 1 1 New Order Entry Job View Screen 16 6 1 2 Job Search 16 6 1 3 Pending Orders 18 6 1 4 Assigned Active Orders 20 6 1 5 Completed Orders 22 6 1 6 Cancelled Orders 24 6 2 Job Utilities 25 6 2 1 Batch BOL Upload 25 6 2 2 Address Changes 25 6
3. 33 7 4 5 Sync Sales Tax 33 7 4 6 Export Invoices 33 7 5 Settings 34 7 5 1 Payment Terms 34 7 5 2 Tax Codes 34 7 6 Invoice Rules 35 7 6 1 Default Hourly Invoice Rule 35 7 6 2 Default Qty Invoice Rule 35 7 6 3 SWN Invoice Rule 36 8 Fleet
4. 39 10 1 1 Reset Password 39 10 1 2 Organization 39 10 1 3 Dispatch Hubs 39 10 2 Security 39 10 2 1 User Accounts 39 3 10 2 2 User Permissions 40 10 2 3 User Hubs 40 4 1 OVERVIEW OSM Pro a product of Trinetica LLC is a flexible dispatch order tracking and account application designed around the petroleum industry OSM Pro was first launched in 2012 and is currently on its second revision Future revisions may come at later date
5. 30 7 2 1 Ready To Invoice 30 2 7 2 2 Open Invoices 31 7 2 3 Closed Invoices 32 7 3 ADP Open Invoice 32 7 3 1 Push To ADP 32 7 4 Quick Books 32 7 4 1 Link Company File 32 7 4 2 Sync Customers 33 7 4 3 Sync Rates 33 7 4 4 Sync Misc Charges
6. The second way to create employees is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about a user account click on the button This will bring up the Account Editor 10 2 2 User Permissions OSM Pro user permissions allows you to turn on or off sections and features of OSM Pro on a user by user basis The set the permissions for a user click on the button on the user account screen This will load the user permission editor The Navigation permissions are a laid out to mirror the module menu on the left hand side of the screen If a user needs access to a certain screen you can navigate through the Navigation permissions and check the check box in front of the screen name making it available to the user If you do not want to have a screen available to a user uncheck or leave the check box blank for that screen The Pages permissions contains permissions for a given page For example a user may have access to Pending Jobs but does not have permission to Cancel Loads To set a page permission navigate to the page you need to set the permiss
7. Crews can be created two different ways in OSM Pro The first way is to click on the New Crew button This will load the Crew Editor screen For a new crew enter the name of the crew and specify if the crew is active If a crew is not marked as active it will not show up in the crew drop down list throughout the OSM Pro system The second way to create crews is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about a crew click on the button This will bring up the Crew Editor 39 10 ADMINISTRATION 10 1 MANAGEMENT 10 1 1 Reset Password The reset password section will allow the current user to change their password This is mainly used during the account creation phase as passwords are randomly generated for users When the user clicks on the reset password option a window will appear asking them for a new password and to confirm the new password OSM Pro passwords must be at least 6 characters long and contain at least 1 numerical character Example password1 10 1 2 Organization The organization management screen b
8. If you decide you do not want to change the destination address click the Cancel button Combining Loads Loads can be combined by selecting loads on the results grid To combine loads select at least 2 loads you want to combine by selecting the check box column in front of the loads Next select the Combine Order option in the Functions menu Splitting Loads Loads can be split by selecting loads on the results grid To split loads select at least 1 load that you want to combine by selecting the check box column in front of the loads Next select the Split Order option in the Functions menu Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time To attach documents select the loads you wish to upload documents to by selecting the check box column in front of the order Next select Upload Document from the Functions menu This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a documen
9. If your organization only wants this misc charge for the customer to be applied to a specific job type then select the job type this misc charge is for If this misc charge is applied to all job types then leave the job type field blank If your organization only wants this misc charge for the customer to be applied to a specific item code then select the item code for the misc charge If this misc charge is to be applied regardless of item code then leave this field blank If you want this misc charge to be automatically applied to loads for this customer that match the job type and item code rules click on the auto apply If you wish to auto apply misc charges you have to select the trigger in which the misc charge will be applied The next two fields start meter and end meter are used to determine the quantity to be billed If your organization is billing on quantity then the start and end meter need to both be quantity If you are billing on hourly then your start and end meters will be the start and end timestamp to calculate quantity of hours to bill To view or update a misc charge rate click on the button This will bring up the Misc Charge Rate Editor 7 2 INVOICING 7 2 1
10. OSM Pro currently consist of 6 modules These modules are Dashboards Jobs Work Orders Accounts Receivable Fleet Management Human Resources and Administration Each module contains the pages forms and reports specific to them The modules are listed on the left hand side of the OSM Pro application To navigate between modules click on the module name This will load a hierarchy view of pages and reports for the module Modules navigation and user security are laid out in the same hierarchical view to make configuration simpler Links can be removed from a user s module view by disabling the associated permission User permissions are outline in the User Security section of the manual Module Name Module Description Dashboards The Dashboard Module contains screens that summarize one or more screens from other modules into one place Dashboards give a quick view into daily operations and the ability to complete multiple task from one centralized location Jobs Work Orders The Jobs Work Orders Module contains all the screens settings and reports needed to manage loads From here you can view jobs by different status update load information utilize automated utilities to increase efficiency and vi
11. Once you are ready to export invoices click on the Export To Quick Books button This will start the process of exporting invoices 34 7 5 SETTINGS 7 5 1 Payment Terms The Payment Terms screen allows you to view and configure the A R payment terms for your organization Payment terms are required for the Accounts Receivable module to generate invoices If no payment terms are configured invoices will not generate Payment terms can be created two different ways The first way is to manually create them by clicking on the New Payment Term button This will bring up a form allowing the user to enter information about the payment term First enter a descriptive name for your payment term This name will show on your invoice Examples would be NET30 or Due On Receipt Next enter the number of days for invoice to be due In the case of NET30 enter 30 for Due Days The next fields can be used if you offer discounts for early payment The first field Discount Days is the max number of days discount will apply If you offer a discount if paid by 15 days then enter 15 in the Discount Days field If you are using discounts you will need to enter the discount percent in the Discount Percent field
12. Additional ADP integration is currently under development When the Push To ADP is opened the user will need to select a range of invoices to export Once the user enters the range of invoice number they click the Refresh Grid button This will then load the invoices into the grid The user can then select which invoices they wish to export by clicking on the check box in front of the invoice If they wish to export the entire grid the user can click the check box in the header of the grid selecting all records Once invoices are selected the user will select SWN Generate Green Sheet from the Functions menu Currently the Push To ADP is only configured for South Western Energy green sheets Further development is in process for ADP Open Invoice LIDO Services and ADP Open Invoice RNIF Services 7 4 QUICK BOOKS OSM Pro is fully integrated with QuickBooks accounts receivable functions If you are using QuickBooks for your A R needs you will need to sync OSM Pro with your QuickBooks company file Once the two programs are synchronized you will be able to map customers rates misc charges and tax codes to your QuickBooks accounts After all the mapping is complete you will be able to push invoices from OSM
13. Screen which contains all the details about the load The Completed Orders screen contains the following information about the loads Dispatch Hub This is the hub the order is assigned to Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Combined This is the OSM Pro combined order tracking number Origin This is the name of the origin address for the load Destination This is the name of the destination address for the load Customer BOL This is the customer s BOL number This field can be overridden Act Qty This is the actual quantity of the load in barrels This field can be overridden Trip Start This is the time the load starts This field can be overridden Trip End This is the time the load is complete This field can be overridden Total Hours This is the elapsed time from trip start to trip end Adj Hours This is a time adjustment field Billable Hours This is the difference between total hours and adj hours This is the billable amount of hours if using hourly billing rules 23 Trailer No This is t
14. check box column before the load Once all the loads are selected click the Change Destination option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Select button If you decide you do not want to change the destination address click the Cancel button 21 Combining Loads Loads can be combined by selecting loads on the grid To combine loads select at least 2 loads you want to combine by selecting the check box column in front of the loads Next select the Combine Order option in the Functions menu Splitting Loads Loads can be split by selecting loads on the grid To split loads select at least 1 load that you want to combine by selecting the check box column in front of the loads Next select the Split Order option in the Functions menu Completing Loads Depending on the business process of your organization Users can choose to force complete a load This will push the load to billing even though required billing fields may or may not be present These fields will be able to be populated at a later time in the billing modules of OSM Pro The primary
15. the grid will list all customers currently configured in OSM Pro The second column will list the job type setup for this customer If a customer is configured for more than one job type there will be a record for each job type The third column allows you to select the account from Quick Books that you can map the customer job type combination to Once you have selected the Quick Books accounts for the customer job type combination you want to sync click on the Save Mapping button 7 4 4 Sync Misc Charges Syncing Quick Books accounts with OSM misc charge groups is optional If you do not sync accounts loads with misc charges will not export the misc charge The load will still be exported with the invoice The first column list all the misc charge types in OSM Pro The second column allows the user to select an account in Quick Books to map the misc charge type to Once you have selected the Quick Books accounts for misc charges you want to sync click on the Save Mapping button 7 4 5 Sync Sales Tax Syncing Quick Books tax accounts with OSM tax codes is optional The grid will only show active OSM Pro tax codes For more on tax codes please read about Tax Codes in the accounts receivable
16. the load Next select the Cancel option from the Functions menu This will move the order from a pending status to a cancelled status The order will only be available on the Cancelled Orders screen in the Jobs Work Orders module Transfer Hubs Orders can be transferred between hubs setup in OSM Pro To transfer orders to a different hub select the orders you wish to transfer by clicking on the check box column in front of the load Next click Transfer To Hub from the Pending Job Functions This will bring up the transfer form Select the hub you wish to transfer orders to and click the Transfer button If you do not want to transfer order click the Cancel button Hub View The Hub View button allows the user to filter what loads they are currently working with If a user has access to multiple hubs they can view specific hub information by selecting which hub they wish to view 20 6 1 4 Assigned Active Orders The assigned active orders screen show all orders that have been assigned to a truck using the dispatch dashboard or orders that have a trip start entered against them Like the Dispatch Dashboard users can update trip information for loads to complete them through the syste
17. to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Uploading documents from the Documents tab will only attach the document to the individual job To download document select the document from the list and click on the Download Document button 6 1 2 Job Search The Job Search screen allows you to search for jobs Jobs can be searched on by different fields Additional task such as change origin change destination combine and spit loads and upload documents are available on the job search screen Customer W O Customer s work order master tender number Customer Job No Customer s job number ticket number Customer BOL Customer BOL number Invoice Invoice number job is on Status Order status Job Type Type of load Item Code Order item code 17 Customer Customer who load is for Pickup Req Pickup Required date range Origin Address Origin address for load Customer must be selected before selecting origin address Destination Address Destination address for load Customer must
18. use of this feature is for organizations who do not wish to utilize the dispatch capabilities of OSM Pro User can force complete by selecting the orders they wish to complete by clicking on the check box column before the load Once they have all the loads they wish to complete they can select Complete Jobs from the Functions menu This will remove the order from the grid and force it to a complete status and ready for billing department Rolling Back Loads Orders can be rolled back to pending This feature is available in case a load was forced complete without the required billing information by accident Rolling back loads will reset their status to pending To roll back loads select the loads you wish to roll back by selecting the check box column in front of the load Next select Rollback To Pending from the Functions menu Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time To attach documents select the loads you wish to upload documents to by selecting the check box column in front of the order Next select Upload Document from the Functions menu This will open the document upload form Se
19. 2 3 Invalid Radio Responses 26 6 3 Settings 26 6 3 1 Job Types 27 6 3 2 Item Codes 27 6 3 3 Movement Scenarios 27 6 3 4 Units Of Measure 28 7 Accounts Receivable 29 7 1 Customers 29 7 1 1 Customer Accounts 29 7 2 Invoicing
20. Finally if you want the payment term to be active make sure the Active field is checked Payment terms not marked as active will not show up in the payment term drop down list The second way to create payment term is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about a payment term click on the button This will bring up the Payment Term Editor 7 5 2 Tax Codes The Tax Codes screen allows you to view and configure the A R tax codes for your organization Tax Codes must be configured to allow loads to be automatically taxed If your organization is not paying sales tax the tax codes are optional Tax codes can be created two different ways The first way is to manually create them by clicking on the New Tax Code button This will bring up a form allowing the user to enter information about the tax code All fields on the Tax Code Editor are required First enter the name of the tax code This name should reflect the local tax code name Next select the Country State and County that this tax code will be applied to Next enter
21. Pro to QuickBooks through the Export Invoice feature 7 4 1 Link Company File For the OSM Pro to Quick Books integration to work you must first sync OSM Pro to your Quick Books company file This only needs to be done once and can be access from the Accounts Receivable Accounts Payable coming soon and Human Resource modules You do not need to link company file 33 per module The Link Company File will launch an on screen wizard to walk you through linking OSM Pro to Quick Books Once your company file is linked you will be able to perform all the syncing and export features in OSM Pro 7 4 2 Sync Customers Syncing Quick Books customers with OSM customer accounts is required for the OSM Pro to Quick Books A R integration The first column of the grid will list all customers currently configured in OSM Pro The second column allows you to select the customer account from Quick Books that is the same as the OSM Pro customer Once you have selected the Quick Books customer for the customer account you want to sync click on the Save Mapping button 7 4 3 Sync Rates Syncing Quick Books accounts with OSM customer rates is required for the OSM Pro to Quick Books A R integration The first column of
22. Ready To Invoice The Ready To Invoice screen in OSM Pro shows the user all of the loads that are complete and ready to be assigned to an invoice To select jobs that are ready to invoice you will need to enter the date range the loads were started on This is also your billing range Once the date range is entered click on the Refresh Grid button This will load all jobs ready to invoice for the billing range All loads on the ready to invoice screen should be free from dispatch errors as they loads cannot be pushed from dispatch to accounting with errors that would affect the invoicing process Loads can be pushed from dispatch to accounting that may contain warnings The warnings are color coded and will show in the footer of the grid Warnings will not affect the invoice process but may give undesired invoice results if left unattended The following warnings are available on the ready to invoice screen 31 No rate applied to job No fuel surcharged applied to job Total trip time exceeds 8 hours No actual quantity entered Load with no truck trailer driver or crew assigned When the user is ready to generate invoices they will select th
23. Settings section If you do not sync accounts loads with sales tax will not export the sales tax The load will still be exported with the invoice The first column list the state for the tax code The second field is the county for the tax code The third column is the tax code name configured in OSM Pro The fourth column is the Quick Books account for tax codes The final column is the Quick Books tax code group Both the fourth and fifth columns must be selected to sync tax code from OSM Pro to Quick Books Once you have selected the tax account and tax group for each tax code you want to sync click on the Save Mapping button 7 4 6 Export Invoices To export invoices to Quick Books you will first need to enter the range of invoices to load The invoice range is presented to the user after the invoices have been created from the Ready To Invoice screen Once you have entered the invoice click on the Refresh Grid button and the invoices will appear in the grid Next select the invoices you wish to export to Quick Books by selecting the check box in front of each invoice If you wish to export the entire range click on the check box in the grid header and all the check boxes will be checked
24. and crew for the selected truck The final part of the dispatch dashboard is the Truck Order grid This grid is located on the lower right side of the screen just below the Trucks grid The truck order grid shows all assigned and active loads for a truck selected in the Trucks grid Orders in the truck order grid show the following information Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Origin This is the name of the origin address for the load Destination This is the name of the destination address for the load Customer BOL This is the customer s BOL number This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 20 46 provided by Trinetica Act Qty This is the actual quantity of the load in barrels This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 20 46 provided by Trinetica Trip Start This is the time the load starts This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 20 40 provided by Trinectica Tr
25. built into the business logic of OSM Pro If you are needing a custom invoice rule for your organization or for a broker that you carry for please contact Trinetica to have a new invoice rule created Please note that invoice rules tie directly into the OSM Pro engine and will be available to all carriers Before using an invoice rule please read below about features of each invoice rule that is in OSM Pro If you are unsure about which invoice rule to use when configuring Customer Rates please contact your sales representative at Trinetica 7 6 1 Default Hourly Invoice Rule The default hourly invoice rule for OSM Pro is to list all loads by carrier These loads have no grouping Invoice details contains all jobs that are marked for invoice the broker The detail line contains the following information Customer W O This is the customer work order number master ticket number Customer Job This is the customer job number order number Billable Hrs This total billable hours for the load Rate This is the rate for the load Fuel Surcharge This is the rate for the fuel surcharge Job Total This is the billable hours rate total Fuel Total This is t
26. by first selecting the orders to upload documents to by clicking the check boxes in front of the load and selecting Upload Documents in the Pending Job Functions Documents can also be attached to orders in the Truck Order grid by selecting the check boxes in front of the loads and selecting Upload Documents from the Assigned Job Functions This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Transfer Hubs Orders can be transferred between hubs setup in OSM Pro Orders can only be transferred from the Pending Order grid To transfer orders to a different hub select the orders you wish to transfer by clicking on the check box column in front of the load Next click Transfer to Hub from the Pending Job Functions This will bring up the transfer form Select the hub you wish to transfer orders to and click the Transfer button If you do not want to transfer order click the Cancel button Fleet Options The Fleet Options button allows the user to see all tru
27. front of the address change record Once all addresses are selected use the Rollback To Original Address option in the Functions menu Some brokers may want an export of the destination changes OSM Pro offers a default export that will export the contents of the grid to a csv file To export address changes first click on the Functions menu Next select the Export option Finally select the type of export you wish to generate Broker exports will be labeled by the broker name as these exports may include additional fields 6 2 3 Invalid Radio Responses The invalid radio responses will list errors that come in from the QualComm macros If your organization is not using QualComm macros this section can be disabled through the user security Additional radios may be added at a later time Invalid radio responses are normally due to invalid job number entry Invalid radio responses can be corrected and will be reprocessed You can also choose to clear out invalid radio responses Invalid responses will remain in the system for 24 hrs After the 24 hr period has expired the invalid responses will be purged The invalid response grid contains the following information Macro This is the name of t
28. obtained from the Licensed Software 2 In consideration of your acceptance of the terms and conditions contained in this EULA Trinetica grants you a non exclusive license to use the Licensed Software and the associated documentation for your own needs You are not licensed to rent lease and transfer or distribute the Software You may not allow any third party to access or view the Software for any reason other than to assist you professionally in your business where the software is currently being used 3 Title and copyright to the Software including object code media and documentation remain with Trinetica You may not copy reproduce or make data transmissions in whole or in part except as is necessary for back up or archival purposes You may not reverse engineer translate disassemble or decompile the Software in whole or in part 4 A Monthly License Fee to use or continue to use the Software is payable the 15th of each month This fee will be based on loads processed by the Software Failure to pay the Monthly License Fee will be in conflict with this EULA and will lead to termination of the contract 5 The license is effective upon acceptance and installation of the Licensed Sof
29. roll back loads select the loads you wish to roll back by selecting the check box column in front of the load Next select Rollback To Pending from the Functions menu Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time To attach documents select the loads you wish to upload documents to by selecting the check box column in front of the order Next select Upload Document from the Functions menu This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Cancel Orders To cancel orders that were pushed to the Order Validation Dashboard select the orders by clicking on the check box in front of the load Next select the Cancel option from the Functions menu This will move the order from a completed status to a cancelled status The order will only be available on the Cancelled Orders screen in the Jobs Work Orders module Hub View The Hub View button allo
30. 1 TABLE OF CONTENTS 1 Overview 4 2 Trinetica Software End User License Agreement 5 3 Getting Started 7 4 Modules 8 5 Dashboards 9 5 1 Dispatch Dashboard 9 5 2 Order Validation Dashboard 12 5 3 SWN Digital BOL 14 6 Jobs Work Orders 16 6 1 Jobs
31. E END USER LICENSE AGREEMENT By agreeing to have any of Trinetica LLC software products installed on to your computer equipment and by subsequent use of the Software you agree to comply with the terms of this general End User License Agreement EULA where no specific agreement is in place between Trinetica LLC and the user of the software If you do not agree to the terms of this EULA do not install or use the Software This EULA applies to any upgrades and supplements to the original Software provided and is referred to on your opening screen 1 The Licensed Software is owned and copyrighted by Trinetica Trinetica The Software is licensed not sold only on the terms of this EULA Acceptance and installation of the software indicates your acceptance of the terms and conditions of this EULA Upon receipt and installation of the software and payment of the license fee you will acquire the right to use the Software in object code form directly from Trinetica You assume responsibility for the selection of the program to achieve your intended results and for the installation use and results
32. If you decide you do not want to change the destination address click the Cancel button Combining Loads Load can be combined for both pending orders in the Pending Orders grid and for assigned orders on the Truck Order grid To combine loads select at least 2 orders to combine by using the check box column before the load If you are combining loads for Pending Orders grid select Combine Orders under the Pending Job Functions If you are combining loads for loads in the Truck Order grid select Combine Orders under the Assigned Job Functions Splitting Loads Load can be split for both pending orders in the Pending Orders grid and for assigned orders on the Truck Order grid To split loads select at least one order that is combined by using the check box column before the load If you are splitting loads for Pending Orders grid select Split Orders under the Pending Job Functions If you are splitting loads for loads in the Truck Order grid select Split Orders under the Assigned Job Functions Completing Loads Depending on the business process of your organization Users can choose to force complete a load This will push the load to billing even though required billing fields may or may not be present Th
33. This is the name of the destination address for the load Pickup Req This is the requested pickup time for the load Pickup NLT This is the latest time for pickup of the load Cancelled Date This is the date that the order was cancelled Cancelled Reason This is the reason the load was cancelled Reinstate Order If an order was cancelled by mistake it can be reinstated into the OSM Pro system Reinstated jobs will be reinstated with a pending status To reinstate orders select the check box in front of the loads you wish to reinstate Once you have all the loads selected to reinstate select Reinstate Order from the Functions menu 25 Purge Order To purge orders select the check box in front of the loads you wish to purge Once you have all the loads selected to purge select Purge Order from the Functions menu 6 2 JOB UTILITIES The job utilities provide additional tools to users to automate job functions These utilities include uploading Customer BOLs in a batch upload address changes and invalid radio responses These features can be turned on or off using the user security features of OSM Pro 6 2 1 Batch BOL Upload The batch BOL upload allows the user to uplo
34. ad details Complete load without all fields This allows dispatch to complete a load without entering customer bol trip start trip end or actual quantity This feature is used for organizations where this information is entered by the billing department Remove order This button will allow dispatchers to remove an assigned load from a truck 11 Assigning Loads Using the dispatch dashboard dispatchers can easily assign loads to available trucks To assign a load the dispatcher will first select the truck they wish to assign a load to from the Truck grid Next they will click on the assign load button next to the load in the Pending Orders grid The load will be removed from the Pending Orders grid and placed on the bottom of the queue on the Truck Order grid If a load is combined with additional loads all combined loads will be assigned to the truck as well Combined orders are assigned based on the customer job number Changing Origin Address The origin address can be changed for both pending orders in the Pending Orders grid and for assigned orders on the Truck Order grid To change the origin address select at least one load to update using the check box column befor
35. ad multiple customer BOLs against multiple jobs Clicking the Batch BOL Upload will bring up the utility screen The user can select a folder containing all of the customer BOLs that they wish to upload Sometimes scanners will put a prefix or a suffix on the file name You can remove these by putting the prefix or suffix in the appropriate boxes The grid below should automatically be populated with the files found in the folder Please note the file names without the prefix or the suffix must be the same as the customer BOL number OSM Pro uses this number to link the file to associated jobs If a job has a customer BOL number that matches the file name the BOL will be attached to that load Select the files you wish to upload by selecting the check box in front of the file Once all files have been selected click the Upload button and OSM Pro will start uploading and linking the files to associated jobs The progress bar on the bottom left corner of the screen will allow you to see the upload progress Once complete the grid will clear itself out If a file is uploaded and there are no jobs to link the file to the file will not upload and will remain in the list of files available for up
36. any updates or changes to loads The second dashboard is the Order Validation Dashboard The order validation dashboard allows the user a quick view of all completed loads by truck From this dashboard the user is able to make modifications to the completed loads before the billing cycle 5 1 DISPATCH DASHBOARD The dispatch dashboard is broken out into three sections The first section Pending Orders is found on the left hand panel The pending orders grid will provide the following information about the loads Job Type This is the type of load Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Pickup Req This is the requested pickup time for the load Pickup NLT This is the latest time for pickup of the load Origin Address This is the name of the origin address for the load Destination Address This is the name of the destination address for the load Internal Notes This is an editable field that allows users to add notes to a load Item Type This is the type of item for the load Command Buttons Assign load to truck User must have a truck sel
37. be selected before selecting a destination address Dispatch Hub Hub to which the order is assigned to Once you have filled in the fields you wish to search based on click on the Search button Changing Origin Address The origin address can be changed for orders in the results grid To change the origin address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Origin option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for orders in the results grid To change the destination address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Destination option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Select button
38. ceive an e mail containing a new invoice packet for regenerated invoices Regenerated invoice packets will remain on the server for 7 days Please note that if your organization utilizes ADP or Quick Books features in OSM Pro the external systems will need to be modified manually to reflect the changes If you are using external tools to handle the payment process for invoices you can close invoices out once they are generated To manually close invoices select the invoice you wish to close by clicking the check box in front of the invoice If you want to close all invoices click on the check box in the header of the grid to select all records Once invoices have been selected click on the Close Invoice option in the Functions menu 32 7 2 3 Closed Invoices The closed invoices section of OSM Pro allows the user to view invoices with a closed status by invoice date range The user must first enter an invoice date range and click the Refresh Grid button This will load all closed invoices for the date range If the user needs to add a load to an invoice the invoice must first be undone To do this the user will select the invoice to redo by clicking the check box in front of the invoice and sel
39. cks configured in the system or hide the inactive truck in the Truck grid To hide inactive trucks make sure the On column is not checked for the truck in the Truck grid and unselect View All Trucks from the Fleet Options button Hub View The Hub View button allows the user to filter what loads they are currently working with If a user has access to multiple hubs they can view specific hub information by selecting which hub they wish to view 5 2 ORDER VALIDATION DASHBOARD The Order Validation Dashboard is an option step depending on your business process The purpose of the dashboard is to show all loads completed by truck The dashboard gives you the ability to make modification to completed loads before billing The Order Validation Dashboard is broken down into 2 sections The first section is the Trucks grid which is located on the left hand side of the dashboard The Trucks grid provides you the following information Dispatch Hub This is the hub the truck belongs to 13 Truck Name This is the truck number and name combination Orders This is the total number of unverified loads The second section of the Order Validation Dashboard is the Truck Order grid This gri
40. ct Upload Document from the Functions menu This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Completing Loads Depending on the business process of your organization Users can choose to force complete a load This will push the load to billing even though required billing fields may or may not be present These fields will be able to be populated at a later time in the billing modules of OSM Pro The primary use of this feature is for organizations who do not wish to utilize the dispatch capabilities of OSM Pro User can force complete by selecting the orders they wish to complete by clicking on the check box column before the load Once they have all the loads they wish to complete they can select Complete Jobs from the Functions menu This will remove the order from the grid and force it to a complete status and ready for billing department Cancel Orders Load can be cancelled by selecting the orders by clicking on the check box in front of
41. ct button If you decide you do not want to change the destination address click the Cancel button Combining Loads Loads can be combined by selecting loads on the grid To combine loads select at least 2 loads you want to combine by selecting the check box column in front of the loads Next select the Combine Order option in the Functions menu Splitting Loads Loads can be split by selecting loads on the grid To split loads select at least 1 load that you want to combine by selecting the check box column in front of the loads Next select the Split Order option in the Functions menu Assign To Billing For loads to be invoiced the must be assigned to billing from the completed job screens Only jobs that do not have errors can be assigned to billing Jobs with warnings can be assigned but may be missing billing information that can be entered in before invoicing To assign orders to billing select orders by clicking on the check box column in front of the load then select the Assign To Billing option in the Functions menu Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time To attach document
42. d is located on the lower right side of the screen just below the Trucks grid The truck order grid shows all assigned and active loads for a truck selected in the Trucks grid Orders in the truck order grid show the following information Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Combined This is the OSM Pro combined order tracking number Origin This is the name of the origin address for the load Destination This is the name of the destination address for the load Customer BOL This is the customer s BOL number This field can be overridden Act Qty This is the actual quantity of the load in barrels This field can be overridden Trip Start This is the time the load starts This field can be overridden Trip End This is the time the load is complete This field can be overridden Total Hours This is the elapsed time from trip start to trip end Adj Hours This is a time adjustment field Billable Hours This is the difference between total hours and adj hours This is the billable amount of hours if using hourly billing rul
43. e This field can be overridden Pickup Req This is the requested pickup time for the load Pickup NLT This is the latest time for pickup of the load Truck This is the truck the order is assigned to This field can be overridden Trailer No This is the trailer assigned to the load This field can be overridden Driver This is the driver assigned to the load This field can be overridden Crew This is the crew assigned to the load This field can be overridden Changing Origin Address The origin address can be changed for orders in the grid To change the origin address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Origin option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for orders in the grid To change the destination address select at least one load to update using the
44. e destination address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Destination option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Select button If you decide you do not want to change the destination address click the Cancel button 14 Combining Loads Loads can be combined by selecting loads on the Truck Orders grid To combine loads select at least 2 loads you want to combine by selecting the check box column in front of the loads Next select the Combine Order option in the Functions menu Splitting Loads Loads can be split by selecting loads on the Truck Orders grid To split loads select at least 1 load that you want to combine by selecting the check box column in front of the loads Next select the Split Order option in the Functions menu Rolling Back Loads Orders can be rolled back to pending This feature is available in case a load was forced complete without the required billing information by accident Rolling back loads will reset their status to pending To
45. e loads to be invoiced by clicking on the check box in front of each load If they wish to invoice all loads they can click on the check box in the header of the grid Once loads are selected the user will then select Invoice from the Functions menu This will send all loads to be invoiced based on the invoice rules selected based on the customer and job type combination For details about invoice rules please refer to the Invoice Rules section of the manual Once the invoices have been created the user will be given a message that states the invoices have been created and will give them the invoice range that was generated With the invoice range the user can complete the Push To ADP and Export Invoices functions When the server has completed generating the invoice packet based on invoice rules the user will receive an e mail containing a link to download the invoice packet Invoice packets will remain on the server for 7 days If a load is on the ready to invoice screen that should not be invoiced or is not ready the user can select the load by clicking the check box in front of the load and select the Rollback option under the Functions menu This will roll back the status of the load from ready to invo
46. e the load If you are changing the origin address for a Pending Orders grid select Change Origin under the Pending Job Functions If you are changing origin address for a load in the Truck Order grid select Change Origin under the Assigned Job Functions This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for both pending orders in the Pending Orders grid and for assigned orders on the Truck Order grid To change the destination address select at least one load to update using the check box column before the load If you are changing the destination address for a Pending Orders grid select Change Destination under the Pending Job Functions If you are changing destination address for a load in the Truck Order grid select Change Destination under the Assigned Job Functions This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Select button
47. ect the Rollback option from the Functions menu This will undo the invoice and move all loads on the invoice back to Ready To Invoice so that the invoice can be recreated Please note that if your organization utilizes ADP or Quick Books features in OSM Pro the external systems will need to be modified manually to reflect the changes If the user needs to update values for an invoice for example adding sales tax or updating a misc charge the user will select the invoice by clicking the check box in front of the invoice and select Regenerate Invoice from the Functions menu This will recalculate the invoice values Once the invoice regeneration is complete the user will receive an e mail containing a new invoice packet for regenerated invoices Regenerated invoice packets will remain on the server for 7 days Please note that if your organization utilizes ADP or Quick Books features in OSM Pro the external systems will need to be modified manually to reflect the changes Invoices that are regenerated will remain in the closed state 7 3 ADP OPEN INVOICE 7 3 1 Push To ADP The Push To ADP feature allows the user to select a group of invoices and generate green sheets and documents needed to upload to ADP
48. ected in the Truck grid Clicking the assign load to truck button will move the load from the Pending Orders grid to the Truck Order grid Load details form User will be able to view and modify load details The second part of the dispatch dashboard is the Trucks grid This grid is located on the upper right hand side of the dispatch dashboard The trucks grid shows all trucks that are configured in OSM Pro The truck grid also show information about the truck On This allows the dispatcher to show hide inactive trucks Truck Name This contains the truck and name combination Trailer No This current trailer in use by truck This field can be changed if a new trailer is used on the truck The trailer will be copied to the load record when assigned Driver This is the current driver in the truck This field can be changed if a new driver Crew This is the current crew using the truck This field can be changed if a new crew is assigned to the truck The crew will be copied to the load record when assigned 10 Command Buttons Clear template This command will clear out currently set trailer number driver
49. es Trailer No This is the trailer assigned to the load This field can be overridden Driver This is the driver assigned to the load This field can be overridden Crew This is the crew assigned to the load This field can be overridden Verify Loads Once loads for a truck have been verified the user can check the check box column of the order in the Truck Order grid and select Verify from the Functions menu This will remove the load from the Order Validation Dashboard and mark it as verified in the Completed Orders screen Changing Origin Address The origin address can be changed for orders in the Truck Orders grid To change the origin address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Origin option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for orders in the Truck Orders grid To change th
50. ese 12 fields will be able to be populated at a later time in the billing modules of OSM Pro The primary use of this feature is for organizations who do not wish to utilize the dispatch capabilities of OSM Pro User can force complete loads from the Pending Orders grid by selecting the orders they wish to complete by clicking on the check box column before the load Once they have all the loads they wish to complete they can select Complete Jobs from the Pending Job Functions This will remove the order from the Pending Orders grid and force it to a complete status and ready for billing department Users can also force complete loads from the Truck Orders grid by selecting the orders they wish to complete by clicking on the check box column before the load Once they have all the loads they wish to complete they can select Complete Jobs from the Assigned Job Functions This will remove the order from the Truck Order grid and force it to a complete status and ready for billing department Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time Documents can be attached to orders in the Pending Orders grid
51. ew reports of daily operations Accounts Receivable The Accounts Receivable Module contains all the screens settings and reports needed to manage your accounts receivables department From here you can configure customers rates and misc Charges for customers invoicing rules create invoices export invoices to ADP and other accounting packages Fleet Management The Fleet Management Module contains all the screens settings and reports for managing your fleet From here you can create and modify information about vehicles in your fleet Human Resources The Human Resources Module contains all the screens settings and reports for managing employees and crews in OSM Pro Administration The Administration Module contains the screens needed for basic and advanced settings of OSM Pro The administration module is used to configuring user accounts security and dispatch hubs 9 5 DASHBOARDS OSM Pro dashboard module give summarized views into section of OSM Pro There are currently two dashboards available to users with appropriate permission levels The first dashboard is the Dispatch Dashboard The dispatch dashboard allows dispatchers to quickly assign loads to trucks view status information and make
52. he billable hours fuel surcharge Load Tax This is the sales tax for the load Line Total This is the job total fuel total tax 7 6 2 Default Qty Invoice Rule The default quantity invoice rule for OSM Pro is to list all loads by carrier These loads have no grouping Invoice details contains all jobs that are marked for invoice the broker The detail line contains the following information Customer W O This is the customer work order number master ticket number Customer Job This is the customer job number order number Act Qty This actual quantity of the load Rate This is the rate for the load Miles This is the total miles for the load Fuel Surcharge This is the rate for the fuel surcharge Job Total This is the act Qty rate total Fuel Total This is the miles fuel surcharge Load Tax This is the sales tax for the load Line Total This is the job total fuel total tax 36 7 6 3 SWN Invoice Rule The SWN invoice rule is for carriers doing loads for South Western Energy OSM Pro has prebuilt rules for grouping and layout of invoices based on South Western Energy specificat
53. he macro that was invalid Truck This is the number and name combination of the truck that sent the invalid response Cust Job This is the customer job number that was entered into the response This value can be overridden Cust BOL This is the customer BOL number that was entered into the response This value can be overridden Act Qty This is the actual quantity entered into the response This value can be overridden Trip Start This is the loads trip start date and time that was entered into the response This value can be overridden Trip End This is the loads completed date and time that was entered into the response This value can be overridden To remove an invalid radio response click on the button 6 3 SETTINGS The Job Work Order settings section will allow the user to configure items used for load processing These configurations can be entered and updated manually through the following sections Some of the following settings can be imported by downloading the corresponding documents from http www osmpro com setup html Other configuration options may be automatically created through import processes 27 6 3 1 Job Types J
54. he trailer assigned to the load This field can be overridden Driver This is the driver assigned to the load This field can be overridden Crew This is the crew assigned to the load This field can be overridden Changing Origin Address The origin address can be changed for orders in the grid To change the origin address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Origin option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for orders in the grid To change the destination address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Destination option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Sele
55. ial template for the truck Inactive trucks will not show up on any list where job to truck assignment is available The second way to create trucks is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about a truck click on the button This will bring up the Truck Editor 8 1 2 Trailers This section has been left blank as it is part of the next update to OSM Pro This section will be available upon the next release pack of OSM Pro 38 9 HUMAN RESOURCES 9 1 MANAGEMENT 9 1 1 Employees The Employee screen allows you to view and configure the employees and drivers for your organization Employee records are an optional section of OSM Pro If you plan on tracking drivers and loads assigned to drivers then this will be a required section If you are only tracking drivers then other employee records are not required Employees can be created two different ways The first way is to click on the New Employee button This will load the Employee Editor screen For a new employee you will need to enter their employee numbe
56. ice to complete and will make the load visible to the Completed Orders screen 7 2 2 Open Invoices The Open Invoice screen shows the users all open invoices by invoice date To load open invoices the user must enter a date range for the invoiced dated Once the user enters the date they need to click the Refresh Grid button to load invoices If the user needs to add a load to an invoice the invoice must first be undone To do this the user will select the invoice to redo by clicking the check box in front of the invoice and select the Rollback option from the Functions menu This will undo the invoice and move all loads on the invoice back to Ready To Invoice so that the invoice can be recreated Please note that if your organization utilizes ADP or Quick Books features in OSM Pro the external systems will need to be modified manually to reflect the changes If the user needs to update values for an invoice for example adding sales tax or updating a misc charge the user will select the invoice by clicking the check box in front of the invoice and select Regenerate Invoice from the Functions menu This will recalculate the invoice values Once the invoice regeneration is complete the user will re
57. ion and click the check box in front of the permission you wish to activate You can also copy permissions from one account to another by clicking the Copy From button at the bottom of the screen This will bring up a window where you can select a user account to copy permissions from Once you have selected the account you wish to copy from the permission screen will automatically set all the permissions from the parent account to the current account 10 2 3 User Hubs The user hubs section of the user account allows you to set which hub the user has access to This will allow the account to only see loads and trucks for selected hubs To set the hub s for an account click on the button This will load a screen with all available hubs To enable a hub click the check box in front of the hub To remove a user from a hub uncheck the check box
58. ions 37 8 FLEET The fleet module contains screen forms and reports for managing your fleet With fleet management you will be able to track your trucks registrations insurance and inspection due dates 8 1 MANAGEMENT 8 1 1 Trucks The Trucks screen allows you to view and configure the trucks in your fleet Trucks must be configured to allow loads to be assigned to them If your organization is not using the dispatch features or reports of OSM Pro the truck configuration is optional Trucks can be created two different ways The first way is to manually create them by clicking on the New Truck button This will bring up a form allowing the user to enter information about the truck All informational fields are optional but the truck name and number are required fields The tracking device column is optional but if your organization is using QualComm radios this field must be selected Additionally if you have multiple hubs and a truck is located at a specific hub make sure the hub selection is used A truck can only be assigned loads that have the same dispatch hub The default driver and default crew are optional fields These fields are used by the Dispatch Dashboard to setup the init
59. ip End This is the time the load is complete This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 20 46 provided by Trinetica Trailer No This is the trailer assigned to the load The trailer is assigned automatically based on the selection on the Truck grid The trailer number can be overridden on the individual job without affecting the truck grid template This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 46 provided by Trinetica Driver This is the driver assigned to the load The driver is assigned automatically based on the section on the Truck grid The driver can be overridden on the individual job without affecting the truck grid template This field can be manually input by dispatch or can be automatically populated by using the QualComm macro 46 provided by Trinetica Crew This is the crew assigned to the load The crew is assigned automatically based on the selection on the Truck grid The crew can be overridden on the individual job without affecting the truck grid template Command Buttons Load details form User will be able to view and modify lo
60. irst the user will enter in the price for this rate Rates can be up to 4 decimal places Next the user will select the active date for this rate If the rate is to be used immediately then set the active date to the current date The end date is optional for rate setup If there is no end date for the rate then leave this value empty Once an end date is set the rate will no longer be allied to loads when the current date exceeds the end date Next the user will select the job type this rate is to apply to for the customer The next two fields start meter and end meter are used 30 to determine the quantity to be billed If your organization is billing on quantity then the start and end meter need to both be quantity If you are billing on hourly then your start and end meters will be the start and end timestamp to calculate quantity of hours to bill If your organization rounds time to the nearest nth minute for example billing in 15 minute intervals then the user will enter the interval used for rounding time If you are using hourly billing and do not use a timed interval leave this field blank or enter 1 If you are using quantity or mileage for billing the billing interval is not
61. lect the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Cancel Orders Load can be cancelled by selecting the orders by clicking on the check box in front of the load Next select the Cancel option from the Functions menu This will move the order from a pending status to a cancelled status The order will only be available on the Cancelled Orders screen in the Jobs Work Orders module Hub View The Hub View button allows the user to filter what loads they are currently working with If a user has access to multiple hubs they can view specific hub information by selecting which hub they wish to view 22 6 1 5 Completed Orders The completed orders section shows all jobs that have a completed status for a given date range This status is either set when the loads trip end is manually entered in on the Assigned Active Orders or the Dispatch Dashboard Loads that have been completed using the Complete Order function on the Pending Orders Active Assigned Orders or the Dispatch Dashboa
62. load If you do not want to upload a batch of customer BOLs click on the Close button 6 2 2 Address Changes The address change screen will show all jobs where the origin or destination address do not match the original imported addresses for a given time frame The address change grid shows the following information about the loads Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Trip Start This is the date and time the load was started Trip End This is the date and time the load was completed Change Type This tells which address was changed Origin Destination or Both New Address This is the name of the new address To view detail information about a pending order click on the button This will bring up the Job View Screen which contains all the details about the load 26 If an address change was made by mistake the user can change the address from the Job View Screen or they can select addresses that they would like to roll back to the imported value To roll back selected addresses first select the address you want to roll back by clicking the check box in
63. m To view detail information about an assigned or active order click on the button This will bring up the Job View Screen which contains all the details about the load To complete an order without all the required information click on the button This will mark the order as complete and is available to the billing module and the Order Validation Dashboard The Assigned Active Orders screen contains the following information about the loads Dispatch Hub This is the hub that the load belongs to Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Combined This is the OSM Pro combined order number Origin Address This is the name of the origin address assigned to the load Destination Address This is the name of the destination address assigned to the load Customer BOL This is the customer s BOL number This field can be overridden Act Qty This is the actual quantity of the load in barrels This field can be overridden Trip Start This is the time the load starts This field can be overridden Trip End This is the time the load is complet
64. m setup html Once the document has been completed please e mail the completed packet to support trinetica com The final way item codes can be created is through the import service If the import service does not find a corresponding item code it will automatically create the item code and set it active It will not automatically set the use tax field To view or update item code information click on the button This will bring up the Item Code Editor 6 3 3 Movement Scenarios Movement Scenarios can be created three different ways The first way is to manually create them by clicking on the New Movement Scenario button This will bring up a form allowing the user to enter the name of the movement scenario and select if the move scenario is active Inactive movement scenarios will not show up in any of the drop down list on job screens or the Job View Screen The second way to create item codes is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com The final way movement scenarios can be created is through the import service If the import service does not find a cor
65. n of this Agreement is held to be invalid or unenforceable the remaining provisions will not be affected 7 3 GETTING STARTED When you first log into OSM Pro your account will be granted administrator rights This account will have all permissions available to it A random password will also be assigned to the account You will first want to change your password for your administration account To change your administration password click on the Administration module of OSM Pro Under Management select Reset Password You will be prompted to enter a new password and confirm your new password OSM Pro passwords must be at least 6 characters long and contain at least 1 numerical character Example password1 After changing your administrator password click on the Organization menu item Verify information is correct for your organization Other OSM Configurations may be completed by downloading import files located at http www osmpro com setup html The user guild will discuss these configurations in detail in their corresponding modules These modules include Jobs Work Orders Accounts Receivable Fleet Human Resources and Administration 8 4 MODULES
66. ob types cannot be created in OSM Pro Job types are created by Trinetica LLC due to business logic that may be required for order processing or invoicing Job types however can be activated by clicking on the New Job Type button This will load the Job Type Activation screen The user can select the job type they wish to activate from the drop down list of job types Next if they want the job type to be available to the Dispatch Dashboard the user can select the Use Dispatch Finally the user can select the Active option to make the job type active in OSM Pro To view or update job type activation information click on the button This will bring up the Job Type Activation screen 6 3 2 Item Codes Item codes can be created three different ways The first way is to manually create them by clicking on the New Item Code button This will bring up a form allowing the user to enter the name of the item code and select if the item code is to use sales tax and if the item code is active Inactive item codes will not show up in any of the drop down list on job screens or the Job View Screen The second way to create item codes is through the import document located at http www osmpro co
67. on addresses These address can be created 2 ways The first way is by clicking the Add Address button This will bring up the Well Address Editor First enter the name of the well or location Next enter the geo coordinates of the well or location Finally select the country state county and enter city of the well or location If the location requires sales tax to be used click on the use tax check box To save the address click on the Save button If you do not want to save the address click the Cancel button The second way to create addresses is through the load import service If your organization is setup for load imports OSM Pro will create addresses that do not exist in the system Automatically created addresses will no set the use tax field If an automatically created address needs to use sales tax the address record can be updated by clicking the button and setting the use tax check box The Rates tab allows you to setup the rates applied to a job type and any misc charges associated with the job type on a customer by customer basis To add a new rate for a customer click on the New Job Rate option under the Job Rate Functions This will load the Job Rate Editor F
68. pleted by e mail The e mail will contain summary information about the batch job and provide a download link for the batch job Batch files will only be available for 7 days after generation After 7 days the batch will be flagged for removal from the OSM Pro servers If you would like to have this file automatically send to a SWN representative you can setup an e mail address on the customer record using the field Digital BOL Copy This will allow the user running the export to receive the response when the batch is complete but will also send a copy of the export complete e mail to the e mail address entered into Digital BOL Copy field 16 6 JOBS WORK ORDERS 6 1 JOBS The Jobs Work Orders module contains all the pages forms and reports associated with loads and load setup Some configurations may be imported by using import documents found at http www osmpro com setup html Other configurations may be completed by import services if utilized by your organization 6 1 1 New Order Entry Job View Screen The new order entry section allows for the manual creation of orders The order entry form doubles as the job view form used by all the order pages This form will also allo
69. r optional first name and last name If this is a driver or a specific hub then you may select the hub this driver is dispatched from optional If the employee record is for a driver then the check the Is Driver check box This will allow the employee record to be visible in driver drop down list throughout the system If this check box is not checked the employee record will not be visible in the driver drop down list Finally select if the employee record is active If the record is not marked active the employee account will not show up in the system where employee selections are needed To finish creating the employee record click the Save button The second way to create employees is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about an employee click on the button This will bring up the Employee Editor 9 1 2 Crews The Crews screen allows you to view and configure crews for your organization Crew records are an optional section of OSM Pro If you plan on tracking loads assigned to crews then this will be a required section
70. rd Orders that are forced complete may or may not have all required fields needed for billing At the bottom of the completed orders grid are 2 menu items that will display errors that need to be fixed before being moved to billing Orders with errors will not pass through to billing The other menu option will show warnings These loads are missing information for reports but will still allow the load to pass to the billing section Error Messages Trip Start Or Trip End Errors Multiple customer W O s on same Customer BOL Multiple item codes on same Customer BOL Multiple origin addresses on same Customer BOL Multiple destination addresses on same Customer BOL Loads with no Customer BOL Loads with no Customer BOL Ticket attached Multiple Bill To s on same Customer BOL Warning Messages No rate applied to job No fuel surcharged applied to job Total trip time exceeds 8 hours No actual quantity entered Load with no truck trailer driver or crew assigned To view detail information about an assigned or active order click on the button This will bring up the Job View
71. reate hubs To create a new hub either physical or virtual click on the New Hub button This will bring up the Hub Maintenance screen From here the user will enter a name for the hub and select if the hub is active If a hub is not active it will not show up in any screens that allow for hub selection To view or update information about a hub click on the button This will bring up the Hub Maintenance screen 10 2 SECURITY 10 2 1 User Accounts User accounts allow you to select who in your organization can log into the OSM Pro system It also allows for the control of what they can do in the system based on user permissions and what data they can see based on dispatch hubs 40 User accounts can be created two different ways The first way is to click on the New User Account button This will load the Account Editor screen For a new user account you will need to enter the username The username must be a valid e mail address The user s first name and last name To finish creating the employee record click the Save button Once the user account is created the user will receive a randomly generated password via the e mail address that was entered in for their username
72. responding movement scenario it will automatically create the movement scenario and set it active To view or update movement scenarios information click on the button This will bring up the Movement Scenario Editor 28 6 3 4 Units Of Measure Movement Scenarios can be created two different ways The first way is to manually create them by clicking on the New Unit Of Measure button This will bring up a form allowing the user to enter the name of the unit of measure and select if the unit of measure is active Inactive unit of measure will not show up in any of the drop down list on job screens or the Job View Screen The second way to create item codes is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update a unit of measure is to click on the button This will bring up the Unit Of Measure Editor 29 7 ACCOUNTS RECEIVABLE 7 1 CUSTOMERS 7 1 1 Customer Accounts Customer accounts in OSM Pro in combination with job types will drive how the system handles your business processes Through the Customer Editor you will be able
73. rified or all orders For some business processes that use the Validation Order Dashboard users would want to select the verified orders job view This will limit the results to only showing verified orders that are ready to be moved to billing Hub View The Hub View button allows the user to filter what loads they are currently working with If a user has access to multiple hubs they can view specific hub information by selecting which hub they wish to view 6 1 6 Cancelled Orders The cancelled orders screen displays all loads that have been cancelled for a given date range Cancelled orders will be automatically purged from the OSM Pro database after 30 days To view detail information about a pending order click on the button This will bring up the Job View Screen which contains all the details about the load The Pending Orders screen contains the following information about the loads Dispatch Hub This is the hub that the load belongs to Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Origin Address This is the name of the origin address for the load Destination Address
74. rings up information about your organization This screen is only used during the setup of your organization in OSM Pro If contact changes for your organization need to be made you can do so here When you are done with making changes to your organization information click the Save Settings button 10 1 3 Dispatch Hubs Dispatch hubs gives your organization a way to segregate data Hubs can be either a physical or virtual location Hubs also add an extra layer of data security For example if you have multiple locations dispatchers from location A wouldn t see loads for location B Although the loads are segregated by physical hubs they are joined back in a centralized accounts receivable module Hubs can also be a virtual location For example if your organization only has one location but some dispatchers only deal with certain job types while other dispatchers work with other job types This way the jobs can be assigned to the virtual locations and each dispatch group would only see loads that pertain to them Combination of physical and virtual hubs will add greater control on data flow throughout your organization Users are assigned to hubs on the User Security screen There is only one way in OSM Pro to c
75. s User manuals for future revisions can be found at http www osmpro com manual html Throughout this manual we will discuss several options that will complete the same task OSM s flexibility will allow the software to conform to your business process without having to change your organizations everyday routines for the software to function Other options of OSM Pro may or may not be used by your organization These sections can be turned off using the security features of OSM OSM Pro is a SaaS application A SaaS application does not require any additional internal servers or hardware for the application to run It also allows for future updates to automatically push to computers running OSM Pro To view future release dates and features please visit http www osmpro com releases html Since OSM Pro is constantly expanding the user manual will also continue to grow As new features of OSM Pro are released a new release of the user manual will also be published Occasionally the user manual may have sections that are left blank This is due to a pending upgrade to OSM Pro that may not be rolled out The section will contain Red Text Stating This Section Left Blank 5 2 TRINETICA SOFTWAR
76. s select the loads you wish to upload documents to by selecting the check box column in front of the order Next select Upload Document from the Functions menu This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating to the file Next select the type of document Once you are ready to upload the document click the Upload button If you do not wish to upload a document click the Cancel button Cancel Orders Load can be cancelled by selecting the orders by clicking on the check box in front of the load Next select the Cancel option from the Functions menu This will move the order from a pending status to a 24 cancelled status The order will only be available on the Cancelled Orders screen in the Jobs Work Orders module Verify Loads Verifying orders on the Completed Orders screen will mark the selected loads as verified To verify orders click on the check box in front of the loads and select Verify Orders from the Functions menu Unlike the Validate Orders Dashboard verifying loads will not remove them from the completed orders screen Job View The job view menu item allows you to change between viewing verified unve
77. t click the Cancel button 18 6 1 3 Pending Orders The pending orders grid shows all the jobs in OSM Pro that have a status of pending These are jobs that have come in through an import service or were manually entered or rolled back Depending your organizations business process orders can be completed from the Pending Orders screen These orders are then available to the Order Validation Dashboard and the Completed Jobs page Users can also cancel orders from the Pending Orders screen Common reasons for cancelling an order would be if a broker sent the same load that was already completed Other reasons may be that an incorrect order was assigned to your organization To view detail information about a pending order click on the button This will bring up the Job View Screen which contains all the details about the load The Pending Orders screen contains the following information about the loads Dispatch Hub This is the hub that the load belongs to Cust W O This is the customer s work order master tender number Cust Job This is the customer s load order number Combined This is the OSM Pro combined order number Job Type This is
78. t one load to update using the check box column before the load Once all the loads are selected click the Change Destination option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current destination address with and press the Select button If you decide you do not want to change the destination address click the Cancel button 19 Combining Loads Loads can be combined by selecting loads on the grid To combine loads select at least 2 loads you want to combine by selecting the check box column in front of the loads Next select the Combine Order option in the Functions menu Splitting Loads Loads can be split by selecting loads on the grid To split loads select at least 1 load that you want to combine by selecting the check box column in front of the loads Next select the Split Order option in the Functions menu Uploading Documents OSM Pro allows uploading a single document to multiple jobs This can be used to attach a BOL to one or more jobs at a single time To attach documents select the loads you wish to upload documents to by selecting the check box column in front of the order Next sele
79. the tax amount in the Tax Rate field The Active Date and End Date will drive the availability of the tax code If there is no Active Date the tax code will not be used If there is an Active Date with no End Date the tax code will be used as long as the loads trip start is after the Active Date If a tax code has both an Active Date and an End Date the trip start of the load must fall between these date ranges The second way to create tax codes is through the import document located at http www osmpro com setup html Once the document has been completed please e mail the completed packet to support trinetica com To view or update information about a tax code click on the button This will bring up the Tax Code Editor 35 If changes need to be made to the tax code table normally happens when a county changes the sales tax amount Set the End Date for the current tax code to the day the new rate becomes active and create a new tax code and set the Active Date to be the day when the new tax code is active Modifying existing tax codes rates may cause unexpected results during Invoicing and Invoice Regeneration 7 6 INVOICE RULES Invoice rules are created by Trinetica and
80. the type of load the job is Move Scenario This is the move scenario assigned to this load Item Code This is the item that is assigned to this load Origin Address This is the name of the origin address for the load Destination Address This is the name of the destination address for the load Pickup Req This is the requested pickup time for the load Pickup NLT This is the latest time for pickup of the load Internal Notes This is an editable field that allows users to add notes to a load Changing Origin Address The origin address can be changed for orders in the grid To change the origin address select at least one load to update using the check box column before the load Once all the loads are selected click the Change Origin option in the Functions menu This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current origin address with and press the Select button If you decide you do not want to change the origin address click the Cancel button Changing Destination Address The destination address can be changed for orders in the grid To change the destination address select at leas
81. to setup automatic job rates using the Rate Editor and misc charges using the Misc Charge Editor to be applied to loads The customer account screen will display a list of all customers that have been configured in the OSM Pro system To create a new customer account in OSM Pro click on the New Customer button This will launch the Customer Editor When creating a new customer only the Information tab is available Once a customer has been created you can click on the button and access the Address Book and Rates tabs On the Information tab you will need to enter the customer name duns number address information and phone number are required Optional fields like Customer Account can be used to track customers in different systems You can set a default payment term for the customer as well This payment term will be used on invoices To save the new customer record click the Save button If you do not want to save the customer click the Cancel button To view or update a customer click on the button This will bring up the Customer Editor The Address Book on the Customer Editor contains all the well locations for this customer The address book contains both origin and destinati
82. tware and shall continue until terminated You may terminate it at any time by destroying the Licensed Software media Trinetica has the right to terminate this Agreement if you fail to comply with any term or condition of this EULA Upon termination you shall stop all use of the Software and return the Licensed Software and all copies and documentation to Trinetica or destroy the Licensed Software and provide Trinetica with a statutory declaration signed by you declaring that the Licensed Software and the documentation and all copies have been returned or destroyed and the copy of the Licensed Software on the hard disk has been removed 6 Copyright and confidentiality of the Software will survive any termination of this EULA in perpetuity 7 Trinetica s entire liability and your exclusive remedy is limited to your purchase price which shall be paid to you upon return of the Licensed Software and the statutory declaration required above certifying complete return 6 In no event will Trinetica be liable for any loss of profits loss of use or indirect special incidental or consequential damages in any way related to or arising out of the use of the Software Trinetica s ma
83. used Finally the user will select the invoice rule The invoice rule contains all the business logic for grouping and invoice layout For more information about invoice rules refer to the Invoice Rule section of the manual To view or update a job rate click on the button This will bring up the Job Rate Editor To assign a misc charge rate to a customer for a job type click on the New Misc Charge option in the Misc Charge Functions menu This will load the Misc Charge Editor First the user will enter a name for the misc charge Next the user will select the type of misc charge Misc charge types are used for reporting features and the ability to map misc charges to accounts in external accounting systems Next the user will enter the rate for the misc charge Next the user will select the active date for this misc charge If the misc charge is to be used immediately then set the active date to the current date The end date is optional for misc charge setup If there is no end date for the misc charge then leave this value empty Once an end date is set the misc charge will no longer be allied to loads when the current date exceeds the end date The next field is job type
84. w the user to make modifications to the order information The Job View form is broken down into three tabs Details which shows all the detail information about the load Billing Information which shows all the billing information about a load including rate tax code and amounts and misc charge rates Finally the Documents tab contains all documents that have been uploaded against the load All load information can be modified from the Job View screen To change origin or destination address click on the Change link after the corresponding address This will bring up a screen with all addresses for the load s customer Select the address you wish to replace the current address with and press the Select button If you decide you do not want to change the address click the Cancel button Pickup Req Pickup NLT Trip Start and Trip End times can also be modified from the Job View screen If you want to clear one of these fields click the Clear link next to the field you wish to clear On the Documents tab documents can be uploaded by clicking on the Upload Document button This will open the document upload form Select the document you wish to upload by clicking on the browse button and navigating
85. ws the user to filter what loads they are currently working with If a user has access to multiple hubs they can view specific hub information by selecting which hub they wish to view 5 3 SWN DIGITAL BOL The SWN Digital BOL dashboard provides SWN carriers the authorized export of digital BOL and verification data required by South Western Energy SWN for order verification before invoicing The SWN Digital BOL dashboard will load orders that have a status of Ready To Invoice for a given date range The dash board provides two forms of export under the Functions menu The first export is a data only export The data only export is activated by clicking the Export Data Only option under the Functions menu This export will generate a csv file containing the selected loads The second export is a detailed export This export will generate a digital bol for the selected loads It will also include a bol listing report which contains all loads on digital bols and a csv file containing the selected loads To run the detail export select Export Details under the Functions menu 15 Both export options will send a batch job to the OSM Pro servers and the user will be notified when the batch has been com
86. ximum liability shall in no event exceed the previous monthly subscription fee paid to Trinetica for the Licensed Software 8 The prevailing party in any action or proceeding between Trinetica and End User Licensee arising out of or related to this Agreement shall be entitled to recover reasonable legal fees and costs including lawyers fees which may be incurred 9 This Agreement shall be construed and enforced in accordance with the laws of the state of Indiana and each party agrees to be subject to those relevant laws Copyright law protects the Licensed Software and accompanying documentation Except as specifically authorized in writing by Trinetica copying duplication sale distribution or other use of the Licensed Software is prohibited It is understood and acknowledged that Trinetica has the absolute right to obtain injunctive relief to protect Trinetica s proprietary rights By using the Software you further agree that this is the complete and exclusive statement of the Agreement which supersedes any proposal or prior agreement oral or written and any other communications relating to the subject matter of this EULA If any provisio

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